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Guest Services Coordinator

Guest Services Coordinator

Too Sweet CakesLake Oswego, OR, US
2 days ago
Job type
  • Full-time
  • Quick Apply
Job description

Location : Hybrid (Work from both office and home) - Must reside in Oregon or Arizona

Pay Rate : $20 per hour (equivalent of $41,600 / yr)

Position Type : Full-time

The Guest Services Coordinator coordinates wholesale accounts, website / special orders, and wedding services across our Oregon and Arizona operations. This role ensures accurate order processing, clear communication between clients and bakery teams, and a seamless guest experience from inquiry to fulfillment. The ideal candidate thrives in a fast-paced environment, enjoys creating order out of complexity, and takes pride in ensuring every guest interaction reflects the Too Sweet standard.

Responsibilities

  • Lead all communication for wholesale customer accounts, including verifying and approving orders on designated order days (Monday, Wednesday, Friday)
  • Serve as the liaison between wholesale partners and bakery production teams to ensure timely, accurate order fulfillment and consistent service quality
  • Manage special orders and website sales via Shopify and email inquiries; create and send invoices, confirm payments, and update order fulfillment status
  • Maintain order accuracy across platforms, ensuring Shopify, Monday, and calendar tools are aligned; manually upload orders as needed to keep systems current
  • Coordinate wedding clients from inquiry through delivery—collecting design details, managing contracts and invoices, confirming pricing, and communicating production timelines
  • Collaborate with decorating, production, and fulfillment teams in both Oregon and Arizona to align on order logistics, product availability, and special requests
  • Track, document, and communicate customer feedback, refunds, or recurring service issues to management to support quality improvement
  • Proactively identify and implement process improvements that enhance guest communication, order flow, and data accuracy across systems
  • Maintain and organize the Monday “Special Orders” board and other internal tracking tools, ensuring clarity for all teams involved
  • Address customer questions and concerns promptly with empathy and professionalism; determine when and how to escalate issues to the appropriate manager
  • Support system training or guidance for other team members as new workflows or tools are introduced

Requirements

  • 2+ years of experience in customer service, wholesale coordination, event or hospitality operations
  • Excellent written and verbal communication skills; high level of organization and ability to manage multiple priorities
  • Comfortable working remotely and independently with strong time-management skills
  • Proficiency with Google Workspace, Slack, Zoom, Shopify (or similar), Monday (or similar project / calendar tool)
  • Familiarity with regional markets in Oregon or Arizona is a plus
  • Must be legally authorized to work in the U.S. and currently reside in Oregon or Arizona

    • Benefits

  • Full-time position with stable hours
  • Opportunity to work at a growing local bakery known for its high-quality products
  • Eligibility for Benefits the first of the month following 60 days of FT employment

    • Come be part of a sweet team at Too Sweet Cakes, where every day is a chance to be a part of something delicious!

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    Guest Service • Lake Oswego, OR, US